Are project tracking tools helping or complicating Continuous Improvement Projects
- 1. 8. PM Symposium Are project tracking tools helping or complicating Continuous Improvement Projects ? Kubilay Balci 07.06.2017 - Vienna
- 2. Agenda 2 Introducing myself and our subject for today Discussing our subject for today Q&A
- 3. Kubilay Balci Chemical Engineer | Executive MBA | Lean Six Sigma Master Black Belt ’03 – Program Black Belt to start CI program Program & Area Black Belt ’98 – Six Sigma GB Training Customer Productivity Programs Regional ACFC Black Belt ’07 – Lean Six Sigma MBB Head of Business Initiatives Group (BIG) Director Global Process & Productivity Director Global Loyalty Programs ’16 – Execution, Training & Coaching Strategy Execution & Business Excellence Home Made Solution of GE – QPID (later eQPID) Off the shelf software with customization - ProjX Excel and Share Point MS Project All possible ☺ Are project tracking tools helping or complicating Continuous Improvement Projects ?
- 4. Feedback from Customers & Experts 4 15 Interviews (face to face & over phone) 45 Survey responders (online) PLEASE NOTE : I got the professional opinions of the individuals, NOT the formal views of the Companies above. There are NO solution providers (software provider) among them, only customers and experts. 34% 39% 71% 59% 32% 15% 7% Consultant Senior Management / Sponsor / Champion Program Leader / MBB Project Manager / BB / GB Project Team Member / YB Project Contributor (Finance / Legal etc.) Other Experience level
- 5. Brief informal History 5 There were many great projects without a project tracking software !!! But we live in the “digital” era, there are tools to serve us. it all started with an simple list! once there are more than 1 project, there has to be a list, most of the cases it is a list in excel. 1990s were the era of home-developed software, in 2000s consultant companies worked with IT specialists now the trend is Software companies working with LSS consultants We have literally hundreds of “free” and “commercial” software / Apps available.
- 6. What are we talking about ? Crash course 6 It is multi dimensional: 1 PROJECT 2 PROGRAM 3 CORPORATE How it looks like as its simplest form. 02-06-17 1 2 3 Phase Steps Tools (quick tips are available in hidden column E) Reduction call center calls Agent Enrolment Process imp Request handling process VoC + + + - not started yet Transition Matrix + + + + ongoing CTQs + + + ++ completed KANO§ ++ ++ n/a Biz Case + + + § optional Problem statement + + + Goal Statement + + + Scope + + + Team + ++ ++ HL Timeline & Milestones + + + SIPOC is documented - + + HL Process Map + ++ + Quick Hits quick hits identified ? - + + Working Principles Agreed - ++ + Team call day & time(CET) - Wed 15:30 Wed 11:00 Benefit Calculation Logic is agreed + - - Potential Financial Benefits (K) + - - Planned Date for Define Tollgate 30-Apr-08 30-Apr-08 30-Apr-08 Share point updated + GO / NO GO Financial Benefits DEFINE Six Sigma Basic - Checklist Projects Started March 2017 VoC Project Charter HL Process Map Team Working Principles Tollgate
- 7. Why do we need a tool ? 7 Project Tracking Tool Need Tool Need Tool
- 8. Needs & Expectations 8 44% 44% 44% 50% Ease of reporting Ensuring project documentation Project portfolio management Visibility / Transparency of projects Excel users 50% 50% 67% 75% Ease of reporting Ensuring project documentation Project portfolio management Visibility / Transparency of projects Software users 54% 62% 69% Project portfolio management Accessibility of information Visibility / Transparency of projects Consultants 1. Visibility / Transparency of projects 2. Project portfolio management 3. Ensuring project documentation 4. Ease of reporting 5. Accessibility of information
- 9. Results & Added Value 9 50% 63% 63% Ensuring project documentation Ease of reporting Visibility / Transparency of projects Excel Users 50% 50% 75% Ease of reporting Project portfolio management Visibility / Transparency of projects Sofware Users 31% 46% 54% Best practice sharing Visibility / Transparency of projects Project portfolio management Consultants 1. Visibility / Transparency of projects 2. Project portfolio management 3. Ensuring project documentation 4. Ease of reporting 5. Accessibility of information Best Practice Sharing
- 10. There is a fair balance 10 What you need (expectations) What you get (results) ChallengesInvestment
- 11. Investment 11
- 12. Challenges 12 38% 38% 44% 94% Customizing to internal needs User buy-in / acceptance Time requirements Discipline of updating project information Excel users 50% 67% 83% User buy-in / acceptance No tangible benefits of the tool for users Discipline of updating project information Software users 38% 38% 100% User buy-in / acceptance No tangible benefits of the tool for users Discipline of updating project information Consultants 1. Discipline of updating project information 2. No tangible benefits of the tool for users 3. User buy-in / acceptance 4. Time requirements 5. Customizing to internal needs
- 13. There is a fair balance 13 What you need (expectations) What you get (results) ChallengesInvestment It is more complicated than we think… There are several dimensions to consider…
- 14. Are we happy ? 14 31% 50% 50% 50% 19% 0% 0% 0% 0% 0% EXCEL SOFTWARE Do you agree that the overall benefits from the tool justify the total investment (money, people, time) for it, or not? Fully agree Partly agree neither nor Partly disagree Fully disagree 0% 17% 63% 67% 6% 17% 31% 0% 0% 0% EXCEL SOFTWARE Overall, how satisfied or dissatisfied are you with the tool you are using? Very satisfied Somewhat satisfied neither nor Somewhat dissatisfied Very dissatisfied Benefits justify the investment ? partly + fully agree 100% 81% Overall, satisfied ? very + somewhat 84% 63%
- 15. A happy example: 15 Avis Budget Group is a leading global provider of vehicle rental services which have more than 11,000 rental locations in approximately 180 countries around the world… What you get (results) Challenges 1. Discipline of updating project information 2. No tangible benefits of the tool for users 3. User buy-in / acceptance
- 16. How do needs change during CI Program Life Cycle? 16 PILOT DEPLOYMENT MATURE Creating awareness Quick wins Proof of the concept Getting the buy-in & go ahead Rolling out to broader org Reaching to critical mass Justifying investments with benefits Ensuring continuity of program Sustainability of results Best practice sharing Creating a common language Being part of company DNA # of people & projects Small # of people & projects Increasing # of people & projects High
- 17. Pilot Phase 17 PILOT You have limited resources You need to focus! Project Tracking Software Creating awareness Quick wins Proof of the concept Getting the buy-in & go ahead # of people & projects Small
- 18. Deployment & Mature Phases 18 DEPLOYMENT MATURE Rolling out to broader org Reaching to critical mass Justifying investments with benefits Ensuring continuity of program Sustainability of results Best practice sharing Creating a common language Being part of company DNA # of people & projects Increasing # of people & projects High
- 19. Main dimensions to consider 19 Location of team members Maturity of organization Leadership support Nature of the business / projects Organizational / Environmental stability Formal documentation needs Stand-alone vs Integrated processes IT environment Data Security People factor
- 20. A tool is only a tool, don’t expect miracles ! A tool should add some value and/or make your life easier. Your priority should be to get business results. Great projects will be known by all, and poor projects won’t become better with a tracking system. Summary - Last words
- 21. for the extended version of the paper contact +43 664 842 62 05 [email protected] Questions? linkedin.com/in/kubilaybalci xing.com/profile/Kubilay_Balci
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